Last Updated 09/20/2017 Data Element Definitions For Health Enrollment Reporting This document provides a description of the data elements needed for reporting health enrollment along with the conditions for which they are used. For more information about all documents found within the Employer Technical Toolkit and how to utilize the information provided, please review the Employer’s Guide to the Technical Toolkit (PDF) document that’s published on the CalPERS Technical Resources Web page. This document does not describe the file structure for developing the health enrollment XML file. Refer to the Employer Technical Toolkit Zip file to obtain the appropriate XML Schema Definition (XSD) documents required to assist you with identifying the correct file structure layout. In addition, the Encryption Decryption External_File Naming (PDF) document provides instruction for the naming convention needed to create the XML file.
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Last Updated 09/20/2017
Data Element Definitions For
Health Enrollment Reporting
This document provides a description of the data elements needed for reporting health enrollment along with the conditions for which they are used. For more information about all documents found within the Employer Technical Toolkit and how to utilize the information provided, please review the Employer’s Guide to the Technical Toolkit (PDF) document that’s published on the CalPERS Technical Resources Web page.
This document does not describe the file structure for developing the health enrollment XML file. Refer to the Employer Technical Toolkit Zip file to obtain the appropriate XML Schema Definition (XSD) documents required to assist you with identifying the correct file structure layout. In addition, the Encryption Decryption External_File Naming (PDF) document provides instruction for the naming convention needed to create the XML file.
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Within this document you will find the Health Enrollment Reporting File Table that lists data elements employers provide to CalPERS during the health enrollment reporting process. Columns within the table provide important information for when the data should be submitted along with the required formats.
Each column should be interpreted as follows:
Data Element Number – The numerical designation that corresponds with data element in the same row.
Data Element Name – The name of the corresponding data element that may be reported to CalPERS.
Description of Submitted Data – A longer, more detailed description of the field including explanation of submitted data and any conditions under which the field must be populated.
R/O/C – Indicates if the information is required, optional or conditional.
o ‘R’ indicates that the data element is required for reporting and will generate an error if not provided.
o ‘C’ indicates that the data element is only required when certain conditions are met based on prior values being reported. Applicable conditions are located within the Descriptions column. Note, the file or record may error if the scenario calls for a conditional element to be reported. Data elements that do not meet a condition and are still provided will be passed through and corresponding validations ignored.
o ‘O’ indicates that the data element is optional. Information populated when not called for by a condition will be passed through and corresponding validations ignored. Optional fields can be omitted from the XML file if no data is required to be reported.
my|CalPERS Field Values – Provides the required format for which a data element should be reported. Field values may also be submitted as shortened text values. Within this column a table may be provided to map the long name value to a short name value that’s reported within the XML file.
Max Length – The maximum number of characters that the field will accept.
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For the latest file format requirements and additional technical resources, refer to the Employers tab at www.CalPERS.com and select my|CalPERS Technical Requirements.
Within the mylCalPERS technical resources page, you will find the Employer Technical Toolkit that contains several documents needed to construct an XML file. The documents include the XML Schema Definition (XSD) documents (including the common utilities and soap envelope file). As XML files must conform to the XSD to be considered valid, employers can use the schema to develop or alter their systems to ensure adherence to CalPERS standards. An XML file is organized in a hierarchical structure, much like a standard outline. The XSD provides the file structure as an indication of how the data elements are related to each other. The following is an outline of the XML file structure:
File Header – i.e. the type of file, Employer ID, and report begin and end dates
A. Program Identifier – i.e. California Public Employees’ Retirement System (PERS), Judges’ Retirement System (JRS)
1. Program Information – i.e. Record Type, Record Type Counts, and Record Type Totals
2. Report Information – i.e. Employer Health Enrollee Report, Employer Health Event Notification Report
3. Participant Information – i.e. Participant CalPERS ID and the Participant Name
a. Participant Record Details – i.e. Record Period Begin Date and Record Period End Date
i. Health Enrollment Details – i.e. Health Event Type, Health Eligibility ZIP code, Apply Change to Medical
The outline above can be repeated so there can be multiple programs, reports, and participants in a single file. In addition to the XSDs, sample XML files are provided within the health folder of the Employer Technical Toolkit. The sample files can be used as a model for your agency as you produce files, however they should not be used as the main source of development or validation. They are provided as a means to identify possible scenarios and act as a visual representation which may aid in the development of an XML file.
Note: XML technologies define an extensible messaging framework applicable to a variety of underlying protocols. This framework is designed to be independent of any particular programming language, platform and other technical criteria.
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Health Enrollment Reporting File Table
# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
1 Employer’s CalPERS ID
Description: A unique 10-digit identifier created by my|CalPERS to identify the reporting organization. Explanation: For schools, review the following:
County Office of Education—if you report for other school districts, use your Employer’s CalPERS ID
Districts who report independently from the County Office of Education—use your Employer’s CalPERS ID
For Judge’s Court, review the following:
AOC—if you report for the Judge’s Court, report the Judge’s Court’s CalPERS ID
SCO—if SCO is reporting, they would report the State’s CalPERS ID
Required: To identify which my|CalPERS account is submitting the XML file. The submitting organization must be a PERS/SIP contracted data owner. Note: No notable information to provide.
R ########## 10
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
2 Health Event Type Description: The type of health event being reported. Explanation: No notable information to provide. Required: This data element is required. Failure to provide it may cause the file to fail validation. Note: For descriptions of Health Event Types, please see Appendix A, Section 1.
R
LONG NAME CODE
VALUES
Add Dependent ADP
Delete Dependent DDP
Cancel Coverage CCO
Change Health Plan CHP
Dependent Address Change
DEC
Change Premium Payment Method
CPP
New Enrollment NEN
Open Enrollment OEN
Continued Enrollment COE
Update Enrollment UEN
COBRA New Enrollment CNE
3
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
3 Health Event Reason
Description: The reasons for health enrollment. These are categorized by Health Event Types. Explanation: No notable information to provide. Required: This data element is required. Note: No notable information to provide.
R For descriptions of Health Event Reasons and their filed values, see Appendix A, Section 2.
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
4 Unique Transaction Identifier
Description: A memo field to record text for tracking purposes. Explanation: Employers uploading files can use this field to record a text memo for tracking purposes. Required: Only for transaction types when the file is submitted using FTP. This element is optional when using File Upload. Note: When using File Upload this field is not required for successful submission of the file, but can be used as a free-text memo field for tracking purposes by the file submitter. For FTP-based submissions, CalPERS will return the universally unique identifier (UUID) provided by the employer, with each transaction’s success or failure. Employers who choose this integration style must be able to programmatically match the UUIDs on the CalPERS response with the transaction submitted to CalPERS on the input file. This number must be created by a UUID generator.
C xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx 36
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
5 Event Date Description: The date the health event occurred. Explanation: No notable information to provide. Required: For all health event types except for Open Enrollment. Note: No notable information to provide.
C yyyy-mm-dd 10
6 Received Date Description: The date the employer was notified of the health event. Explanation: No notable information to provide. Required: For all health event types except for Update Enrollment. Note: No notable information to provide.
C yyyy-mm-dd 10
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
7 Apply Change To Medical
Description: This indicates that the change/enrollment applies to the medical benefit. Explanation: No notable information to provide. Required: For all health event types except for Change Dependent Address. Note: This element must be reported in lowercase text only.
C true / false
5
8 Apply Change To Dental
Description: If dental becomes an option in the future, this data element indicates the change/enrollment applies to the dental benefit. Explanation: For the foreseeable future, this will not be used by public agencies. Required: For all health event types except for Change Dependent Address. Note: This element must be reported in lowercase text only.
C true / false 5
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
9 Apply Change To Vision
Description: If vision becomes an option in the future, this data element indicates the change/enrollment applies to vision benefit. Explanation: For the foreseeable future, this will not be used by public agencies. Required: For all health event types except for Change Dependent Address. Note: This element must be reported in lowercase text only.
C true / false 5
10 Rescind Indicator Description: This indicates whether a health enrollment transaction with a future date should be rescinded. Explanation: Employers will have the ability to rescind future-dated, permissive health-enrollment reasons. For a list of the permissive health-event reasons, please see Appendix A, Section 6. Required: This data element is not required. Note: This element must be reported in lowercase text only.
O true / false 5
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
11 Rescind Reason Description: This provides the reasoning for a rescinded health enrollment transaction. Explanation: No notable information to provide. Required: When the rescind indicator is selected as ‘true.’ Note: No notable information to provide.
C Free form text will be allowed to describe the rescind indicator, up to 100 characters.
100
12 Rescind Notes Description: This area allows for notes of reasoning for a rescission. Explanation: This data is accepted when rescind indicator is selected as ‘true.’ Required: When rescind indicator is selected as ‘true.’ Note: No notable information to provide.
C This field allows free form text, for adding notes to the rescind reason, up to 1000 characters.
1000
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
13 Appointment ID Description: This uniquely identifies the job into which the employee has been hired. Explanation: Every appointment in my|CalPERS has a unique ID tied to it. Required: When the employee has multiple appointments in the same program (e.g., multiple PERS appointments) with the employer (as reported in Field 1 – Employer’s CalPERS ID). When an appointment update is being reported and the employee has multiple appointments with the employer being reported in Field 2 – Employer’s CalPERS ID. An appointment update includes the following transaction types:
Add Dependent
Delete Dependent
Cancel Coverage
Change Health Plan
Dependent Address Change
Change Premium Payment Method
Open Enrollment
Continued Enrollment
Update Enrollment
Note: Employers can run a Cognos report to generate a list of Appointment IDs.
C ##########
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
14 Person ID Type Description: This is a type of unique person identifier. Explanation: When first reporting for a person, this ID can be a Social Security Number (SSN). On all subsequent transactions for the person, the CalPERS ID must be the ID type provided. Required: This data element is required. Note: No notable information to provide.
R LONG NAME
CODE VALUE
Social Security Number SSN
CalPERS Identification PID
15 Person ID Description: The unique identifier of the person who qualifies for health enrollment. Explanation: When a Social Security Number (SSN) is selected as the Person ID Type, the number should be submitted using the following format:
The SSN must be nine digits
The SSN cannot start with 9 or 666
Each section of the SSN cannot be all zeroes (e.g., 000######, ###00####, and #####0000 are prohibited)
The CalPERS ID, which is 10-digits, will be created and stored by my|CalPERS during enrollment, and will be used to identify
R ######### (SSN) ########## (CalPERS ID)
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
participants when data is shared with CalPERS. It will be used in place of the SSN in subsequent enrollment files. Required: This data element is required. Note: No notable information to provide.
16 New SSN Description: This denotes a correction to the Social Security Number (SSN).
Explanation: This is used to correct a participant’s SSN. Required: This element is not required. Note: This element is optional and only accepted for health event type Update Enrollment and health event reason Update Demographics.
O ######### 9
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
17 Original Hire Date
Description: The first hire date recorded for this employee at this employer, regardless of whether or not the employee qualified for health benefits on this date. Explanation: No notable information to provide. Required: When the transaction type is New Enrollment and the individual being reported is a non-PERS health subscriber. Note: No notable information to provide.
C yyyy-mm-dd
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
18 Retirement System
Description: The retirement system that the subscriber receives retirement benefits from. Explanation: No notable information to provide. Required: For the following health event types when the person is a non-PERS health subscriber:
New Enrollment
COBRA New Enrollment
Continued Enrollment Note: No notable information to provide.
C LONG NAME
CODE VALUE
CalSTRS STR
Military Retirement System MRS
Other OTH
3
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
19 Prefix Description: The participant's title. Explanation: No notable information to provide. Required: This data element is not required. Note: No notable information to provide.
O LONG NAME CODE VALUE
Assembly Member ASM
Chief CHI
Councilman COU
Councilwoman CCW
Dean DEA
Doctor DR
Judge JUD
Mayor MAY
Miss MIS
Mister MR
Mrs MRS
Ms MS
President PRE
Professor PRO
Senator SEN
Superintendent SUP
Supervisor SVR
The Honorable HON
Justice JUS
Chief Justice CHJ
3
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
20 First Name Description: The participant’s first name. Explanation: No notable information to provide. Required: This data element is required. Note: Only alpha characters, blank spaces, hyphens (-), and apostrophes (‘) will be accepted.
Must be a minimum of one alpha character
Cannot begin with a blank space
R xxxxxxxxxxxxxxxxxxxx 20
21 Middle Name Description: The participant’s middle name. Explanation: No notable information to provide. Required: This data element is not required. Note: Only alpha characters, blank spaces, hyphens (-), and apostrophes (‘) will be accepted.
No character minimum is required
O xxxxxxxxxxxxxxxxxxxx 20
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
22 Last Name Description: The participant's last name. Explanation: No notable information to provide. Required: This data element is required. Note: Only alpha characters, blank spaces, hyphens (-), and apostrophes (‘) will be accepted.
Must be a minimum of one alpha character
Cannot begin with a blank space
R xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx 30
23 Gender Description: The participant's gender. Explanation: No notable information to provide. Required: This data element is required. Note: No notable information to provide.
R LONG NAME
CODE VALUE
Male M
Female F
Unknown U
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
24 Birth Date Description: The participant’s date of birth. Explanation: No notable information to provide. Required: This data element is required. Note: No notable information to provide.
R yyyy-mm-dd 10
25 Suffix Description: The participant’s suffix, if applicable. Explanation: No notable information to provide. Required: This data element is not required. Note: No notable information to provide.
O
LONG NAME CODE VALUE
Senior SR
Junior JR
First I
Second II
Third III
Fourth IV
Fifth V
Ph.D PHD
MD MD
CPA CPA
Ed.D EDD
Esq. ESQ
DDS DDS
3
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
26 Address Type Description: The participant’s address type. Explanation: This will be one of two types, though physical address is preferred. Required: For health event types:
New Enrollment
Cancel Coverage, when health event reason is Enrolled into Flex Elect
COBRA New Enrollment, when eligibility basis is COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Note: Only one address type can be submitted with each health enrollment transaction.
C LONG NAME
CODE VALUE
Mailing Address MAI
Physical Address PHY
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
27 Use Address for Health
Description: This indicates that the participant's address should be used for health enrollment. Explanation: The participant can have a physical and mailing address on file in my|CalPERS, and if the mailing address is not a P.O. Box it can be used for health eligibility purposes. Required: For health event type COBRA New Enrollment when eligibility basis is either COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting. This data is accepted when reported for health event types New Enrollment and Cancel Coverage Note: If a P.O. Box is given, this will result in an error. This element must be reported in lowercase text only.
C true / false 5
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
28 Health Eligibility ZIP Code Type
Description: The type of ZIP code used to determine health eligibility. Explanation: The participant has the option to use their own ZIP code or the employer’s ZIP code if they are an active employee. Required: For health event types:
New Enrollment
Change Health Plan
Cancel Coverage, when health event reason is Enrolled into Flex Elect
COBRA New Enrollment when eligibility basis is COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Note: No notable information to provide.
C Personal Employer
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
29 Health Eligibility ZIP Code
Description: The ZIP code used for health eligibility determination. Explanation: If the Use Address for Health is selected, and Personal is selected, the ZIP code for the address must match the ZIP code provided for the Health Eligibility ZIP Code. When Health Eligibility ZIP Code type is Personal or Employer
Use a numeric format
Must be a US ZIP code Required: For health event types:
New Enrollment
Change Health Plan
Cancel Coverage, when health event reason is Enrolled into Flex Elect
COBRA New Enrollment when eligibility basis is COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Note: No notable information to provide.
C ##### 5
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
30 County Description: The county the participant designates for health eligibility. Explanation: No notable information to provide. Required: For health event types:
New Enrollment Change Health Plan Cancel Coverage, when health event reason is Enrolled
into Flex Elect COBRA New Enrollment when eligibility basis is COBRA
Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Note: No notable information to provide.
C See Appendix A, Section 5 for the County field values.
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
31 Address 1 Description: The first address line of the address to be entered. Explanation: This is typically used for the employee’s street address or “In care of” information. Required: For health event types:
New Enrollment Cancel Coverage when health event reason is Enrolled
into Flex Elect COBRA New Enrollment when eligibility basis is COBRA
Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Note: This element is identified in the XML as <AddressLine> (see CommonUtilities.xsd, in the Technical Toolkit), which can occur up to three times. If entered as <AddressLine1> it will generate a Level 1 error.
C Free form text of up to 40 characters.
40
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
32 Address 2 Description: The second address line. Explanation: This is typically used for the employee’s street address if Address 1 was used for “In care of” information; otherwise it would be used for address information that does not fit on Address 1 (e.g., suite number, building name, room number, apartment number, etc.). The data is accepted if Address 1 is supplied. Required: This element is not required. Note: This element is identified in the XML as <AddressLine> (see CommonUtilities.xsd, in the Technical Toolkit), which can occur up to three times. If entered as <AddressLine2> it will generate a Level 1 error.
O Free form text of up to 30 characters
30
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
33 Address 3 Description: The third address line. Explanation: This is typically used for any address data that does not fit on Address 1 and 2. The data is accepted if Address 1 is supplied. Required: This data element is not required. Note: This element is identified in the XML as <AddressLine> (see CommonUtilities.xsd, in the Technical Toolkit), which can occur up to three times. If entered as <AddressLine3> it will generate a Level 1 error.
O Free form text of up to 30 characters
30
34 City Description: The city applicable to the address entered. Explanation: This data is accepted if Address 1 is supplied. Required: When Address Line 1 is supplied. Note: This data element accepts alpha and numeric characters.
C Free form text of up to 30 characters
30
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
35 State Description: The code value for the state applicable to the address entered, if country selected is USA or Mexico. Explanation: No notable information to provide. Required: When country is USA or Mexico, and Address 1 is supplied. Note: For a list of field values, see Appendix A, Section 3.
C Free form text of up to 30 characters
3
36 ZIP Code 5 Description: The first five digits of the ZIP code for the address designated in Address Type. Explanation: If the country is USA, the following are required:
Use numeric format
The first five numbers of the ZIP code Required: When the country is USA and Address 1 is supplied. Note: No notable information to provide.
C ##### 5
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
37 ZIP Code 4 Description: The next four digits of the ZIP code or the address designated in Address Type. Explanation: This data is accepted if ZIP Code – 5 digits are supplied. Required: This data element is not required. Note: No notable information to provide.
O #### 4
38 Country Description: The code value for the country address. Explanation: No notable information to provide. Required: When Address 1 is supplied. Note: No notable information to provide.
C See Appendix A, Section 4 for Country field values.
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
39 Province/ Territory
Description: The province or territory which coincides with the Address Type. Explanation: When the country is not USA, Mexico, or Canada, the province is optional and can be submitted through free form text of up to 50 characters. Required: When the country is neither US nor Mexico. Note: No notable information to provide.
C LONG NAME
CODE VALUE
Alberta AB
British Columbia BC
Manitoba MB
New Brunswick NB
Newfoundland NF
Northwest Territories NT
Nova Scotia NS
Ontario ON
Prince Edward Island PE
Quebec PQ
Saskatchewan SK
Yukon YT
Free form text of up to 50 characters if Country not equal to Canada, USA, or Mexico.
50
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
40 Postal Code Description: The International Postal Code for the address. Explanation: This element is alphanumeric. Required: When the country indicated is not USA. Note: No notable information to provide.
C Free form text of up to 12 characters
12
41 Phone Type Description: The phone type used (e.g. cellular, fax, office). Explanation: This data is accepted for health event types:
New Enrollment
Cancel Coverage
COBRA New Enrollment when eligibility basis is either COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Required: This data element is not required. Note: Data should not be provided here for eligibility basis values other than those listed above.
O
LONG NAME CODE VALUE
Work WOR
FAX FAX
TYY TYY
Cellular MOB
Home HOM
Other OTR
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
42 US Phone Description: The participant’s US contact phone number. Explanation: This data is accepted for health event types:
New Enrollment
Cancel Coverage
COBRA New Enrollment when eligibility basis is either COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Required: This data element is not required. Note: When this field is used, ten (10) numeric values are required. The phone number may not contain spaces, hyphens (-), or parentheses ( ). Data should not be provided here for eligibility basis values other than those listed above.
O ##########
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
43 International Phone
Description: The participant’s International contact phone number. Explanation: This data is accepted for health event types:
New Enrollment
Cancel Coverage
COBRA New Enrollment when eligibility basis is either COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Required: This data element is not required. Note: When this field is used, it must have a minimum of three and up to 24 digits; and plus signs (+), dashes (-), spaces and parentheses () are allowed. Data should not be provided here for eligibility basis values other than those listed above.
O XXX
24
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
44 Extension Description: The extension of the participant's phone number provided. Explanation: This data is accepted for health event types:
New Enrollment
Cancel Coverage
COBRA New Enrollment
Required: This data element is not required. Note: This field will only accept numeric values.
O ##### 5
45 Email Description: The participant’s email address. Explanation: This data is accepted for health event types:
New Enrollment
Cancel Coverage
COBRA New Enrollment
Required: This data element is not required. Note: No notable information to provide.
Data Element Definitions for Health Enrollment Reporting
Last Updated 09/20/2017 36
# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
46 Qualifying Person ID Type
Description: The type of unique identifier for the participant that qualifies the subscriber for health enrollment. Explanation: When first reporting for an employee, this ID can be a SSN. On all subsequent transactions for the employee, the CalPERS ID must be the ID type provided. This data is accepted when reported for health event type Cancel Coverage. Required: For health event types:
New Enrollment when health event reason is STRS Survivor No Allowance
COBRA New Enrollment when eligibility basis is COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Continued Enrollment when health event reason is Re-enroll SES/PA FFPO Survivor
Note: No notable information to provide.
C LONG NAME
CODE VALUE
Social Security Number SSN
CalPERS Identification PID
3
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
47 Qualifying Person ID
Description: The unique identifier of the participant who qualifies the subscriber for health enrollment. Explanation: This data is accepted when reported for health event type Cancel Coverage. When a Social Security Number (SSN) is selected as the ID type, the number should be submitted using the following format:
The SSN must be nine digits
The SSN cannot start with 9 or 666
Each section of the SSN cannot be all zeroes (e.g., 000 ######, ###00####, and #####0000 are prohibited)
The CalPERS ID, which is 10-digits, will be created and stored by my|CalPERS during enrollment, and will be used to identify participants when data is shared with CalPERS. It will be used in place of the SSN in subsequent enrollment files. Required: For health event type:
New Enrollment when health event reason is STRS Survivor No Allowance
COBRA New Enrollment when eligibility basis is COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Continued Enrollment when health event reason is Re-enroll SES/PA FFPO Survivor
C ######### (SSN) ########## (CalPERS ID)
10
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
Note: No notable information to provide.
48 Permanent Separation Date
Description: This is the day after the last day an employee works for your agency, which is often the day after the last day on payroll. Explanation: No notable information to provide. Required: When the health event type is Cancel Coverage and:
The individual is a non-PERS health subscriber; or
The health event reason is either Cancel Permanent Separation or Layoff Cancel
When the health event type is COBRA New Enrollment and:
The eligibility basis is either COBRA Qualifying Subscriber or COBRA Qualifying Subscriber New Contracting; and
The individual is non-PERS Note: No notable information to provide.
C yyyy-mm-dd 10
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
49 Retirement Date Description: The retirement date of the qualifying individual. Explanation: The Retirement Date can be the same as Separation Date, but is typically the day after the separation date. Required: When the individual is a non-PERS health subscriber and health event types are:
New Enrollment
Continued Enrollment Note: No notable information to provide.
C
yyyy-mm-dd 10
50 First Name Description: The first name of the participant who qualifies the subscriber for health enrollment. Explanation: No notable information to provide. Required: For the following health event types:
C xxxxxxxxxxxxxxxxxxxx 20
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
New Enrollment when health event reason is STRS Survivor No Allowance
COBRA Enrollment when eligibility basis is COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Continue Enrollment when health event reason is Re-enroll SES/PA FFPO Survivor
Note: Only alpha characters, blank spaces, hyphens (-), and apostrophes (‘) will be accepted.
51 Middle Name Description: The middle name of the participant who qualifies the subscriber for health enrollment. Explanation: No notable information to provide. Required: This data element is not required. Note: Only alpha characters, blank spaces, hyphens (-), and apostrophes (‘) will be accepted.
O xxxxxxxxxxxxxxxxxxxx 20
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
52 Last Name Description: The last name of the participant who qualifies the subscriber for health enrollment. Explanation: No notable information to provide. Required: For the following health event type:
New Enrollment when health event reason is STRS Survivor No Allowance
COBRA Enrollment when eligibility basis is COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Continue Enrollment when health event reason is Re-enroll SES/PA FFPO Survivor
Note: Only alpha characters, hyphens (-), blank spaces, and apostrophes (‘) will be accepted.
Must use a minimum of one alpha character
Cannot start with a blank space
C xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx 30
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
53 Gender Description: The gender of the participant who qualifies the subscriber for health enrollment. Explanation: This data is accepted if reported for health event type Cancel Coverage. Required: For the following health event types:
New Enrollment when health event reason is STRS Survivor No Allowance
COBRA New Enrollment when eligibility basis is COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Continued Enrollment when health event reason is Re-enroll SES/PA FFPO Survivor
Note: No notable information to provide.
C LONG NAME CODE VALUE
Male M
Female F
Unknown U
3
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
54 Birth Date Description: The date of birth of the participant who qualifies the subscriber for health enrollment. Explanation: This data is accepted if reported for health event type Cancel Coverage. Required: For the following health event types:
New Enrollment when health event reason is STRS Survivor No Allowance
COBRA New Enrollment when eligibility basis is COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Continued Enrollment when health event reason is Re-enroll SES/PA FFPO Survivor
Note: No notable information to provide.
C yyyy-mm-dd 10
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
55 COBRA Eligibility Basis
Description: The basis for COBRA eligibility. Explanation: The basis can be either the participant lost eligibility, or the dependent lost eligibility. Required: For health event type COBRA New Enrollment. Note: No notable information to provide.
C LONG NAME
CODE VALUE
COBRA Qualifying Subscriber
CSB
COBRA Qualifying Dependent
CDT
COBRA Qualifying Subscriber New Contracting
CSC
COBRA Qualifying Dependent New Contracting
CDC
3
56 Original COBRA Start Date
Description: The first day of COBRA health enrollment coverage. Explanation: No notable information to provide. Required: For health event type COBRA New Enrollment. Note: No notable information to provide.
C yyyy-mm-dd 10
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
57 Affiliated Association
Description: The affiliated association of the qualifying Individual. Explanation: Association plans require a dues paying membership. Required: If the medical plan selected is an affiliated association. Note: No notable information to provide.
C LONG NAME
CODE VALUE
California Associations of Highway Patrol
CHP
California Correctional Peace Officers Association
CPO
Peace Officers Research Association of California
POR
3
58 Medical Plan Selection
Description: This is used to select a medical plan. Explanation: The list of medical plans will be updated by CalPERS and distributed, on an as-needed- basis annually. If updating or changing dependent address, this field is unnecessary. Required: When Apply Change to Medical is ‘true’ for the following health event types:
New Enrollment
Change Health Plan
Continued Enrollment For the health event type COBRA New Enrollment and Continued Enrollment under the following conditions:
C XXX 3
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
Apply Change to Medical is selected as ‘true,’ and
Eligibility basis is COBRA Qualifying Subscriber, COBRA Qualifying Dependent, or COBRA Qualifying Dependent New Contracting
For health event type Open Enrollment when Apply Change to Medical is ‘true’ and the health event reason is:
New Enrollment
Change Health Plan Note: A fourth digit entered will cause a level 1 error in my|CalPERS. The list of medical plans and their associated three digit code values will not be changed from their current values. Please continue to report the same medical plan values as you do today.
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
59 Medical Group Description: Indicates the medical group of the qualifying Individual. Explanation: The system will generate a unique medical group number for the public agency or school district’s PEMHCA (Public Employer Medical and Hospital Care Act) Health Contract. Required: For health event types:
New Enrollment
Continued Enrollment
Update Enrollment if health event reason is Change Medical Group
Note: The list of medical groups and their associated three digit code values will not be changed from their current values. Please continue to report the same medical group values as you do today.
C XXX
3
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
60 Dental Plan Selection (placeholder data tied to future legislation)
Description: If dental becomes an option in the future, this would be used to select a dental plan. Explanation: No notable information to provide. Required: When Apply Change to Dental is ‘true’ for the following health event types:
New Enrollment
Change Health Plan
Continued Enrollment For the health event type COBRA New Enrollment and Continued Enrollment when:
Apply Change to Dental is selected as ‘true’ and
Eligibility basis is COBRA Qualifying Subscriber, COBRA Qualifying Dependent, or COBRA Qualifying Dependent New Contracting
For health event type Open Enrollment when Apply Change to Dental is ‘true’ and the health event reason is:
New Enrollment
Change Health Plan Note: This data element is not applicable at this time. It is entered here as a place holder tied to future legislation.
C XXX
3
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
61 Vision Plan Selection (placeholder data tied to future legislation)
Description: If vision becomes an option in the future, this would be used to select a vision plan.
Explanation: No notable information to provide.
Required: When Apply Change to Vision is ‘true’ for the following health event types:
New Enrollment
Change Health Plan
Continued Enrollment
For health event type COBRA New Enrollment and Continued Enrollment under the following conditions:
Apply Change to Vision is selected as ‘true,’ and o Eligibility basis is:
COBRA Qualifying Subscriber, COBRA Qualifying Dependent, or COBRA Qualifying Dependent New Contracting
For health event type Open Enrollment when Apply Change to Vision is ‘true’ and the health event reason is:
New Enrollment
Change Health Plan
Note: This data element is not applicable at this time. It is entered here as a place holder tied to future legislation.
C XXX
3
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
62 Dependent Identifier Type
Description: The type of person identifier available for the dependent. Explanation: On the first report of an employee this can be their Social Security Number (SSN). On all subsequent transactions for the employee, the CalPERS ID must be the ID type provided. Required: For health event types:
Delete Dependent
Change Dependent Address When the dependent relationship is Spouse or Domestic Partner for the following health event types:
New Enrollment
Add Dependent When the dependent relationship is Spouse or Domestic Partner and the health event type is COBRA New Enrollment, and eligibility basis is either:
COBRA Qualifying Subscriber
COBRA Qualifying Dependent New Contracting When the dependent relationship is Spouse or Domestic Partner for the following health event types during Open Enrollment:
New Enrollment
Add Dependent
C LONG NAME
CODE VALUE
Social Security Number SSN
CalPERS Identification PID
3
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
When health event reason is Delete Dependent in Open Enrollment. Note: No notable information is provided.
63 Dependent Identifier
Description: A unique identifier for the dependent. Explanation: When a Social Security Number (SSN) is selected as the ID type, the number should be submitted using the following format:
The SSN must be nine digits
The SSN cannot start with 9, or 666
Each section of the SSN cannot be all zeroes (e.g., 000######, ###00####, and #####0000 are prohibited).
Required: For health event types:
Delete Dependent
Change Dependent Address When the dependent relationship is Spouse or Domestic Partner for the following health event types:
New Enrollment
Add Dependent When the dependent relationship is Spouse or Domestic Partner and the health event type is COBRA New Enrollment, and
C ######### (SSN) ########## (CalPERS ID)
10
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
eligibility basis is either:
COBRA Qualifying Subscriber
COBRA Qualifying Dependent New Contracting When the dependent relationship is Spouse or Domestic Partner for the following health event types during Open Enrollment:
New Enrollment
Add Dependent When health event reason is Delete Dependent in Open Enrollment. The CalPERS ID, which is 10-digits, will be created and stored by my|CalPERS during enrollment, and will be used to identify participants when data is shared with CalPERS. It will be used in place of a SSN in subsequent enrollment files. Note: No notable information to provide.
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
64 Dependent Gender
Description: The dependent’s gender. Explanation: No notable information to provide. Required: When a dependent is being added to enrollment. Note: No notable information to provide.
C LONG NAME
CODE VALUE
Male M
Female F
Unknown U
3
65 Dependent DOB Description: The dependent’s date of birth. Explanation: No notable information to provide. Required: When a dependent is being added to enrollment. Note: No notable information to provide.
C yyyy-mm-dd 10
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
66 Dependent Prefix Description: The dependent's official title. Explanation: No notable information to provide. Required: This data element is not required. Note: No notable information to provide.
O LONG NAME
CODE VALUE
Assembly Member ASM
Chief CHI
Councilman COU
Councilwoman CCW
Dean DEA
Doctor DR
Judge JUD
Mayor MAY
Miss MIS
Mister MR
Mrs MRS
Ms MS
President PRE
Professor PRO
Senator SEN
Superintendent SUP
Supervisor SVR
The Honorable HON
Justice JUS
Chief Justice CHJ
3
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
67 Dependent First Name
Description: The dependent’s first name. Explanation: No notable information to provide. Required: When a dependent is being added to enrollment. Note: Only alpha characters, blank spaces, hyphens (-), and apostrophes (‘) will be accepted.
C xxxxxxxxxxxxxxxxxxxx 20
68 Dependent Middle Name
Description: The dependent’s middle name. Explanation: This data is accepted for health event types New Enrollment, Add Dependent, or COBRA New Enrollment when the Dependent Identifier is supplied. Required: This data element is not required. Note: Only alpha characters, blank spaces, hyphens (-), apostrophes (‘) will be accepted.
O xxxxxxxxxxxxxxxxxxxx 20
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
69 Dependent Last Name
Description: The dependent's last name. Explanation: No notable information to provide. Required: When a Dependent is being added to enrollment. Note: Only alpha characters, blank spaces, hyphens (-), and apostrophes (‘) will be accepted.
Must be a minimum of one alpha character
Cannot begin with a blank space
C xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx 30
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
70 Dependent Suffix Description: The dependent’s suffix, when applicable. Explanation: No notable information to provide. Required: This data element is not required. Note: No notable information to provide.
O LONG NAME
CODE VALUE
Senior SR
Junior JR
First I
Second II
Third III
Fourth IV
Fifth V
Ph.D PHD
MD MD
CPA CPA
Ed.D EDD
Esq. ESQ
DDS DDS
3
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
71 Date of Marriage/ Partnership
Description: The date the dependent became a spouse/domestic partner of the primary subscriber. Explanation: No notable information to provide. Required: For health event types:
New Enrollment
Add Dependent
COBRA New Enrollment if the dependent identifier is supplied and the dependent relationship is Spouse or Domestic Partner
Note: No notable information to provide.
C yyyy-mm-dd 10
72 Address Same as Primary Subscriber
Description: Indicates if the dependent’s address is the same as the primary subscriber. Explanation: This data is accepted if health event type is COBRA New Enrollment, and eligibility basis is:
COBRA Qualifying Subscriber
COBRA Qualifying Dependent
COBRA Qualifying Dependent New Contracting
C true / false 5
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
Other eligibility basis statuses can only carry over dependents from a previous enrollment. Required: Under the following conditions: When ‘true’, and health event type is
New Enrollment, then other dependent address information is not needed
Add Dependent or Change Dependent Address, then other dependent address information is not needed
Open Enrollment and health event reason is: o New Enrollment, then other dependent address
information is not needed (only applicable when dependent is added during new enrollment)
o Add Dependent, then other dependent address information is not needed
Note: This element must be reported in lowercase text only.
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
73 Dependent Address Type
Description: The dependent’s address type. Explanation: Only one address type can be submitted with each health enrollment transaction. Required: For the following health event types when Address Same as Primary Subscriber is ‘false’:
New Enrollment
Add Dependent
COBRA New Enrollment
Dependent Address Change Note: No notable information to provide.
C LONG NAME
CODE VALUE
Mailing Address MAI
Physical Address PHY
3
74 Dependent Address 1
Description: The first address line of the address to be entered.
Explanation: This is typically used for the employee’s street address or ”In care of” information.
Required: For the following health event types when Address Same as Primary Subscriber is ‘false’:
C Free form text of up to 30 characters
30
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
New Enrollment
Add Dependent
COBRA New Enrollment
Dependent Address Change
Notes: This element is identified in the XML as <AddressLine> (see CommonUtilities.xsd, in the Technical Resources), which can occur up to three times. If entered as <AddressLine1> it will generate a Level 1 error.
75 Dependent Address 2
Description: The second address line. Explanation: This is typically used for the employee’s street address if Address 1 was used for “In care of” information; otherwise it would be used for address information that does not fit on Address 1 (e.g. suite number, building name, room number, apartment number, etc.). This data is accepted if the Dependent Address 1 is supplied. Required: This data element is not required. Notes: This element is identified in the XML as <AddressLine> (see CommonUtilities.xsd, in the Technical Toolkit), which can occur up to three times. If entered as <AddressLine2> it will generate a Level 1 error.
O Free form text of up to 30 characters
30
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
76 Dependent Address 3
Description: The third address line. Explanation: This element is typically used for any address data that does not fit on Address 1 and 2. This data is accepted if the Dependent Address 1 is supplied. Required: This data element is not required. Notes: This element is identified in the XML as <AddressLine> (see CommonUtilities.xsd, in the Technical Toolkit), which can occur up to three times. If entered as <AddressLine3> it will generate a Level 1 error.
O Free form text of up to 30 characters
30
77 Dependent City Description: The city applicable to the dependent address entered. Explanation: This data is accepted if the Dependent Address 1 is supplied. Required: When Dependent Address 1 is provided. Note: This data element accepts alpha and numeric characters.
C Free form text of up to 30 characters 30
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
78 Dependent State Description: The code value for the state if the Dependent Country selected is either USA or Mexico. Explanation: No notable information to provide. Required: When Dependent Country is USA or Mexico and the Dependent Address 1 is supplied. Note: See Appendix A, Section 3 for State field values.
C Free form text of up to 30 characters
3
79 Dependent ZIP Code 5
Description: The first five digits of the ZIP code for the address designated in Dependent Address Type. Explanation: When the country is USA, the following are required:
Use numeric format
The first five numbers of the ZIP code
Required: When Dependent Country is USA and the Dependent Address 1 is supplied. Note: No notable information to provide.
C ##### 5
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
80 Dependent ZIP Code 4
Description: The next four digits of the ZIP code or the address designated in Dependent Address Type. Explanation: This data is accepted if the Dependent ZIP Code – 5 digits are supplied. Required: This data element is not required. Note: No notable information to provide.
O #### 4
81 Dependent Country
Description: The code value for the dependent country. Explanation: No notable information to provide. Required: When Dependent Address 1 is supplied. Note: No notable information to provide.
C See Appendix A, Section 4 for Country field values.
3
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
82 Dependent Province/ Territory
Description: The province or territory which coincides with the Dependent Address Type. Explanation: No notable information to provide. Required: When the Dependent Country provided is Canada and Dependent Address 1 is supplied. Note: If Dependent Country is not USA, Mexico, or Canada, the province is optional and can be submitted through free form text of up to 50 characters.
C LONG NAME
CODE VALUE
Alberta AB
British Columbia BC
Manitoba MB
New Brunswick NB
Newfoundland NF
Northwest Territories NT
Nova Scotia NS
Ontario ON
Prince Edward Island PE
Quebec PQ
Saskatchewan SK
Yukon YT
50
83 Dependent Postal Code
Description: The International Postal Code. Explanation: This element is alphanumeric. Required: When the Dependent Country provided is not USA and Dependent Address 1 is supplied. Note: No notable information to provide.
C Free form text of up to 12 characters 12
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
84 Dependent Relationship
Description: The dependent’s relationship to the primary subscriber. Explanation: No notable information to provide. Required: When health event type is Add Dependent. For health event types New Enrollment and COBRA New Enrollment when a dependent is being added to enrollment. Note: No notable information to provide.
C LONG NAME
CODE VALUE
Spouse SPO
Domestic Partner DP
Brother BRO
Sister SIS
Niece NIE
Nephew NEP
Grandchild GC
Child CHI
Step Child SC
Domestic Partner Child DPC
Step Grandchild SG
Great Grandchild GG
Cousin COU
Other Person OP
Adopted Child ADC
3
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
85 Dependent Type Description: The type of dependent being reported. Explanation: No notable information to provide. Required: For health event type Add Dependent:
When dependent is added during health event type New Enrollment
When health event type is COBRA New Enrollment and eligibility basis is COBRA Qualifying Subscriber or COBRA Qualifying Dependent New Contracting
For other COBRA eligibilities that can only carry over dependents from previous enrollment. Note: No notable information to provide.
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
86 Disabled Dependent Indicator
Description: This indicates if the added dependent is a disabled, dependent child. Explanation: This data is accepted for health event types:
New Enrollment when dependent is added during New Enrollment
Add Dependent when eligibility basis is COBRA Qualifying Subscriber
Open Enrollment for health event reason New Enrollment, when dependent is added during New Enrollment
This data is not used for health event type Add Dependent, when eligibility basis is COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting; and can only carry over dependents from a previous enrollment. Required: This element is not required. Note: This element must be reported in lowercase text only.
O true / false
5
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
87 Disabled Dependent Confirmation Indicator
Description: This indicates that the employer understands the Disabled Dependent Enrollment is not confirmed until review by CalPERS. Explanation: No notable information to provide. Required: When the Disabled Dependent Indicator is supplied. Note: This element must be reported in lowercase text only.
C true / false 5
88 Economically Dependent Confirmation Indicator
Description: This indicates if the economically dependent child was validated. Explanation: No notable information to provide. Required: When dependent type is Economically Dependent Child. Note: This element must be reported in lowercase text only.
C true / false 5
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
89 Dependent Acquired Date
Description: The date the child was declared economically dependent to the subscriber. Explanation: No notable information to provide. Required: When the Economically Dependent Confirmation Indicator is supplied. Note: No notable information to provide.
C yyyy-mm-dd 10
Data Element Definitions for Health Enrollment Reporting
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
90 Apply to Medical Description: This indicates when the enrollment transaction should be applied to medical. Explanation: No notable information to provide. Required: For health event types:
New Enrollment and Add Dependent
COBRA New Enrollment when the eligibility basis is COBRA Qualifying Dependent or COBRA Qualifying Dependent New Contracting
Open Enrollment when health enrollment reason is New Enrollment
Open Enrollment when health enrollment reason is Add Dependent
Note: This element must be reported in lowercase text only.
C true / false 5
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# DATA ELEMENT
NAME DESCRIPTION OF SUBMITTED DATA
R/O
/C
FIELD VALUES
MA
X
LEN
GTH
91 Apply to Dental (placeholder data element tied to future legislation)
Description: If dental becomes an option in the future, this would indicate that the enrollment is applicable to dental benefit type. Explanation: No notable information to provide. Required: This data element is not required at this time. Note: This is not applicable at this time. It is entered here as a place holder tied to future legislation.
This element must be reported in lowercase text only.
C true / false 5
92 Apply to Vision (placeholder data element tied to future legislation)
Description: If vision becomes an option in the future, this would indicate that the enrollment is applicable to vision benefit type.
Explanation: No notable information to provide. Required: This data element is not required at this time. Note: This data element is not applicable at this time. It is entered here as a place holder tied to future legislation.
This element must be reported in lowercase text only.
C true / false 5
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Appendix A – Valid Field Values
1. Health Event Type Descriptions
Health Event Type Code Value Definition
Add Dependent ADP Add dependent for health coverage
Delete Dependent DDP Delete a dependent from health coverage
Cancel Coverage CCO Terminate health enrollment
Change Health Plan CHP Change medical, dental (future provision), or vision (future provision) plan for the health enrollment
Dependent Address Change DEC Update address information for existing dependents
Change Premium Payment Method
CPP Direct Pay or Off-Pay status due to appointment events such as LOA & PI
New Enrollment NEN New health enrollment
Open Enrollment OEN Open enrollment health elections
Continued Enrollment COE Health enrollment coverage for the extended period between Active status and Retired status.
Update Enrollment UEN Update address information for the subscriber; update Medical Group assignments for health benefits
COBRA New Enrollment CNE Continuation of health enrollment (under COBRA) due to cancel coverage based on events such as permanent separation, 23 year old dependent, or divorce
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2. Health Event Reason (Sorted by Health Event Types, Ascending)
LONG NAME (Event Reason)
CODE VALUES HEALTH EVENT TYPE
Birth/placement 200 Add Dependent
Court Order 208 Add Dependent
Custody 202 Add Dependent
Domestic Partner Add 215 Add Dependent
Domestic Partner Child Add 216 Add Dependent
Economically dependent 203 Add Dependent
Loss of Coverage 204 Add Dependent
Marriage 201 Add Dependent
Medically Disabled 210 Add Dependent
New Contracting - Medically Disabled 218 Add Dependent
Off pay Open Enrollment 207 Add Dependent
Return from Military Leave 205 Add Dependent
Special Enrollment Dependent 213 Add Dependent
Appeal denied 507 Cancel Coverage
Cancel: Perm Separation 515 Cancel Coverage
Cancel; PA/Sch Site Chg 529 Cancel Coverage
Change in appt. outside b/u 501 Cancel Coverage
Insufficient Hours 500 Cancel Coverage
Layoff Cancel 516 Cancel Coverage
Military Leave 534 Cancel Coverage
Off Pay Status Cancel 533 Cancel Coverage
Reinstatement (Non-PERS) 535 Cancel Coverage
Subscriber Death 526 Cancel Coverage
Subscriber request 505 Cancel Coverage
Subscriber Request - COBRA 536 Cancel Coverage
Time base/tenure chg 502 Cancel Coverage
Update CBU Benefits 836 Cancel Coverage
Association membership 403 Change Health Plan
Change Plan due to Eligibility ZIP Change 412 Change Health Plan
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LONG NAME (Event Reason)
CODE VALUES HEALTH EVENT TYPE
Move 402 Change Health Plan
Off Pay during Open Enrollment 401 Change Health Plan
Out of association plan 404 Change Health Plan
Special Enrollment - Change Health Plan 405 Change Health Plan
Chg to deduct-FMLA 715 Change Premium Payment Method
Chg to deduct-Retirement 716 Change Premium Payment Method
Chg to deduct-Return to Work 712 Change Premium Payment Method